Holds transfer

Author: smoody
Posted in: Circulation Services Group

Instructions for the holds@lists to use when resolving problems with holds in a variety of situations (withdrawal, exact match replacement, etc.) – may be used by other circ staff who have a good understanding of bib and item holds as well.

When you are looking at a situation with a hold that needs to be resolved, it should fall into one of the following categories. Note that if you are being requested to transfer holds from an uncataloged order-type record to a cataloged record by the person processing the item (because the processing person is going to move the item/order and suppress the uncataloged bib), it might look like situation #1, but should be treated as situation #3 where you are either moving the holds (preserving the order in the queue) or dropping them if there are items available on the cataloged bib record.

Before you start, it’s a good idea to print the holds to your email, so you can look back if needed.

* If the patron is a Reserves unit patron, please perform the steps below AND notify the reserves processing person in that unit with the record number and what was done.

* If the patron record is a departmental patron and the hold is an item level hold, a staff member probably wanted to recall the specific item.  Do not transfer the item hold to a bib hold.  Instead, cancel the item hold and when you get the pop up window asking which message to send to the patron, click to send the appropriate drop hold message (item available, item withdrawn, or  order for online material.)

* If transferring the hold to another bib record, but that bib record only has a Bancroft item which is ‘in process’, refer the hold to Bancroft Circ supervisor to transfer. (Bancroft follows different procedures in placing and fulfilling hold.)

* If the patron record is expired  (and not a departmental patron record), cancel the hold (when you get the pop up window asking which message to send to the patron, click cancel so that the patron does not receive an email).

1- There’s an open, new order on the same bib (for example, a replacement or additional copy has been ordered):
– If the hold is a bib level hold, do nothing. When a new item is created and checked in it will satisfy the hold.
– If the hold is an item level hold:

  • Place a bib level hold for the same patron.
  • If there are other bib level holds, reorder them if necessary to preserve existing order based on date hold placed. #priority Instructions for hold priority rearranging. Note: this requires authorization 370, which holds@lists people should have. If you don’t have this authorization you will need to cancel all the holds and replace them in order, or send an email to holds@lists to have the work done for you.
  • Cancel the item level hold (when you get the pop up window asking which message to send to the patron, click cancel so that the patron does not receive an email).

2- There’s an item on the same bib that is equivalent (ie, another copy, not another volume) and is either not available (checked out, status is set to in process, missing, in repair, on exhibit, etc) or is at NRLF:
-If the hold is a bib level hold, do nothing – when the other item is checked in it will satisfy the hold.

– If the hold is an item level hold:

  • Place a bib level hold for the same patron.
  • If there are other bib level holds, reorder them if necessary to preserve existing order based on date hold placed. #priority Instructions for hold priority rearranging. See note above about authorization 370. 
  • Cancel the item level hold (when you get the pop up window asking which message to send to the patron, click cancel so that the patron does not receive an email).

Note this scenario applies to patron replacement copies presented in lieu of bill payment, where the circ unit is processing the replacement. See patron replacement instructions for details. 
-If any copies are AVAILABLE on campus, the hold must be dropped using the “drop hold Item Avail” drop hold message, because we don’t page campus materials. The drop hold message will email the patron encouraging them to perform a search in OskiCat to find copies available for check out.

3- If there is no new replacement order and there are no other equivalent unavailable items, try to find another similar edition (may be a new replacement order).  Examine the item record to see if there’s a note indicating the missing item has been replaced by something else.  You can also try a title search, etc.

NOTE: If the item has been replaced (ie you find an equivalent item in a different bib record) and that replacement copy is AVAILABLE on campus, the hold must be dropped using the “drop hold Item Avail” drop hold message, because we don’t page campus materials. The drop hold message will email the patron encouraging them to perform a search in OskiCat to find copies available for check out.

If another edition is found that is not available (ie, it is requestable because it is at NRLF, checked out, in process, etc.), place a bib level hold for the patron on that title/bib, and cancel the hold on the item being withdrawn (when you get the pop up window asking which message to send to the patron, click cancel so that the patron does not receive an email).

Otherwise, if no other equivalent edition is found, drop the hold with the “drop hold withdrawn” message which encourages the patron to talk to a librarian about how to get a copy of the material (ie ILL).

4- If you are processing holds and come across a case that hasn’t been described above, please let us know by emailing holds@lists.

Additional notes:

– Not Needed After date: If the patron doesn’t specify a date, the system supplies a date 6 months in future. This is what allows the hold to be cancelled automatically if the hold isn’t fulfilled. It is ok to let Millennium set the date to 6 month in future, even if it’s a date further in the future than was in the original hold.

– If Millennium allows you to place item level holds but not bib level holds you may be running out of memory on your computer. There is no separate authorization for bib level holds. Shut down Millennium, reboot your pc, and restart.
Instructions on how to rearrange hold priority (for those who have authorization 370):

  • Click on the hold you want to move to select it.  The “Change Priority” button will then be not grayed out, i.e., an option you can select.
  • Click on the “Change Priority” button.
  • A pop-up box with pull-down menu will appear.  Select the number of the position in the queue where you want to move the hold and click OK.
  •  Note that only one hold can be moved at a time.  If more than one hold is selected, the “Change Priority” button will remain grayed out.

Documentation is available on CSDirect, Page # 100124 in the Millennium Guide.

NOTE: holds@lists may sometimes be asked to place a staff recall. See instructions here.

 

Legacy Data

Author: Charis Takaro
Approval Group: CSG
Update Group: Circulation Services Group
Last updated date: 03/06/13

Archived Comments

#3 needs edit?
Wed, 11/26/2014 – 10:48 — mbuchman
#3 – part of procedure is based on premise that we don’t page campus materials, and we now do…?

Intended to replace these
Thu, 02/09/2012 – 17:24 — Charis Takaro
Intended to replace these previous procedures:

transferring-item-level-holds
transferring-item-level-holds-exact-replacements

which have some problems

Authorization 370 is being tested – additional instructions on this forthcoming

Created: April 27, 2016
Last revised: November 15, 2016
Review date: None set

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